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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 03/06/2003
Meeting to be held on 3rd June 2003



NOTE FOR MEMBERS

Contact Officers are shown at the end of each report and members are welcome to raise questions, make observations etc. in advance of the meeting with the appropriate officer.
AGENDA

1. APPOINTMENT OF LEADER AND CHAIRMAN

To confirm the appointment of the Leader of the Council as Chairman of the Executive for the Council Year 2003/04.

2. APPOINTMENT OF VICE-CHAIRMAN

To confirm the appointment of Deputy Leader as Vice-Chairman for the Council Year 2003/04.

3. MINUTES

To confirm the Minutes of the Meeting held on 1st April 2003 (to be laid on the table half an hour before the meeting).

4. APOLOGIES FOR ABSENCE

To advise the Executive of any apologies for absence received from members.

5. DISCLOSURE OF INTERESTS

To receive from members, in relation to any items included on the agenda for this meeting, disclosure of any interests which are required to be disclosed by Section 94(1) of the Local Government Act 1972 and in accordance with the Waverley Code of Local Government Conduct.

6. QUESTIONS

The Chairman to respond to any questions received from members of the public of which notice has been given in accordance with Procedure Rule 10.

7. EXECUTIVE - FOUR MONTH ROLLING PROGRAMME
[Wards Affected: All]

To adopt the 4-month rolling programme of key decisions for Waverley Borough Council attached at Appendix A for all members of the Council.

8. STARTING TIME OF COUNCIL MEETINGS AND PUBLIC QUESTION TIME
[Wards Affected: N/A]

8.1 The Leader of the Council has proposed that all meetings of Council, the Executive, and committees and sub-committees, should begin at 7.00 p.m. The aim would be to make it possible for Councillors and members of the public who work to attend meetings.

8.2 The constitution no longer stipulates a 6.30 p.m. start time, but to give adequate notice, the Officers propose that this change should be implemented from 1st September 2003. There would be staffing implications to this change, but these should be accommodated from within existing resources.

8.3 The Constitution includes provision for public questions at meetings under Council Procedure Rule 10 (copy attached as Appendix B).

8.4 The Leader of the Council proposes that this be simplified and better publicised and members of the public encouraged to attend meetings and ask questions. He suggests that the total time be limited to 30 minutes for public questions at 6.30 p.m., before the start of meetings. He also feels that the current advance notice is too restrictive and suggests that the Surrey Local Committee practice is more open.

8.5 Currently, general questions at meeting of the Licensing and Development Control Committee and Sub- Committees are permitted on policy matters, but questions relating to individual applications are not permitted. If the scheme were extended, this would have to be made clear.

8.6 The Planning Services SIG last year suggested deferring the issue of public representations at Development Control meetings, and this was agreed by the Council.

8.7 If the Executive supports the proposal on making question time more open, officers can report to the next meeting with a proposed draft revision to Procedure Rules.

Background Papers (CEx)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.

Key/Mainstream Issues

9. MONTROSE HOUSE - FARNHAM
[Ward Affected: Farnham Castle]

9.1 At the last meeting of the Executive, the Chairman received a petition in accordance with Procedure Rule 10.9, the content of which was as follows:-

‘We, the undersigned, urge Waverley Borough Council to grant a lease for Montrose House to the Montrose Youth Initiative, to accommodate a youth advisory centre for Farnham’s young people’.

9.2 It was agreed that this matter should stand referred to the next meeting of the Executive for consideration of a report on Montrose House and the options for a youth advisory centre in Farnham.

9.3 The report at Appendix C informs the Executive of progress made on leasing out Montrose House and of the interests expressed and invites its views.

10. LOCAL AUTHORITY SOCIAL HOUSING GRANT (LA SHG) - UPDATE
[Wards Affected: All]

The report at Appendix D advises Members of the latest position with regard to the abolition of Local Authority Social Housing Grant by the Government from 1st April 2003.

Recommendation

That the Executive notes the position until the outcome of applications for LA SHG transitional funding is known.

11. COMMUNITY STRATEGY - UPDATE
[Wards Affected: All]

The report at Appendix E invites comment and observations on the framework for the first edition of the Waverley Community Strategy produced by the Waverley Local Strategic Partnership Delivery Group.

Recommendation

The Executive is invited to submit comments and observations to the Local Strategic Partnership on the first edition of the Waverley Community Strategy contained at Annexe 2 to the report.

Land and Property Matters

12. PROPOSED RESTORATION OF CARRON POND IN FARNHAM PARK
[Ward Affected: Farnham Upper Hale]

The report at Appendix F seeks authority for submission of a planning application in accordance with Regulation 3 of the Town and Country Planning Regulations 1992, in respect of essential engineering work to Carron Pond, Farnham Park.

Recommendation

It is recommended that

1. authority be given for submission of a planning application in accordance with Regulation 3 of the Town and Country Planning General Regulations 1992; and

2. subject to receipt of planning permission, approval be given to enable the project to proceed.

13. ACCESS TO BUILDING PLOT ADJOINING OAK TREE HOUSE, DUNSFOLD COMMON
[Ward Affected: Chiddingfold & Dunsfold]

The report at Appendix G describes a situation at Dunsfold Common and outlines options for the Council in the light of works that have already been carried out.

Recommendation

It is recommended that the Council proceeds in accordance with the proposal outlined in (Exempt) Annexe 2 to the report.

14. SALE OF LAND ADJACENT TO 42 CHERRY TREE LANE, GODALMING
[Ward Affected: Godalming Binscombe]

The report at Appendix H seeks approval for the sale of a piece of land adjoining 42 Cherry Tree Lane, Godalming, for garden purposes in connection with the house. The sale would give the Council a capital sum.

Recommendation

It is recommended that, subject to any requirement to advertise the proposed sale and to consider any objections received under Section 123 of the Local Government Act 1972, the land outlined on the submitted plan be sold to the owners of 42 Cherry Tree Lane, Godalming on the terms and conditions set out below and in the (Exempt) Annexe.

15. SALE OF LAND ADJACENT TO 20A SUNVALE AVENUE, HASLEMERE
[Ward Affected: Haslemere Critchmere & Shottermill]

The report at Appendix I seeks approval for the sale of a small area of land adjacent to 20a Sunvale Avenue, Haslemere.

Recommendation

It is recommended that the land shown on the submitted plan be sold to the owners of 20a Sunvale Avenue, Haslemere, on the terms and conditions set out below and in the (Exempt) Annexe.

16. LAND AT 2 WEYSIDE COTTAGES, BRAMLEY
[Ward Affected: Bramley Busbridge & Hascombe]

The report at Appendix J seeks approval for the sale of a small area of land shown as ‘A’ on the submitted plan and being to the front of 2 Weyside Cottages, Bramley. It also seeks approval for the Council’s right of way to the front of Weyside Cottages to be extinguished.

Recommendation

It is recommended that:-

1. the small piece of land shown as ‘A’ on the submitted plan be sold to the owner of 2 Weyside Cottages, as well as extinguishing the Council’s right of way across land shown dotted on the plan;

2. the owner of 2 Weyside Cottages be responsible for the Council’s legal costs; and

3. other terms and conditions be negotiated and concluded by the Property and Development Manager.

17. SALE OF LAND ADJACENT TO 2 SQUIRRELS CLOSE, BINSCOMBE
[Ward Affected: Godalming Binscombe]

The report at Appendix K seeks authority for the sale of a small area of land adjacent to 2 Squirrels Close, Binscombe, as shown hatched on the submitted plan.

Recommendation

It is recommended that, subject to any requirement to advertise the proposed sale and to consider any objections received under Section 123 of the Local Government Act 1972, the land shown hatched on the submitted plan be sold to the owners of 2 Squirrels Close, Binscombe, on terms and conditions set out below and in the (Exempt) Annexe, other terms and conditions to be negotiated by the Property and Development Manager.

Democratic Representation/Administration Matters

18. RE-APPOINTMENT OF SPECIAL INTEREST GROUPS (SIGs), RECOMMENDATIONS OF THE NEW CONSTITUTION SIG AND APPOINTMENT OF EMPLOYERS NEGOTIATING TEAM – 2003/04
[Wards Affected: N/A]

18.1 Special Interest Groups

The Special Interest Group (SIG) Protocol adopted as part of the Constitution is attached (Appendix L). Under that protocol, it is necessary to determine whether or not it is appropriate to re-appoint all or some of the Special Interest Groups which met in 2002/03 for the new Council year (number of members on SIG and date last met shown in brackets).

(i) Member/Tenants’ (8 Waverley) (31.3.03)

The Tenants’ Panel have submitted the names of their representatives for 2003/04 as follows:
The Member/Tenants’ SIG is the principal forum for matters of mutual interest to Councillors and Waverley tenants and, unlike the other SIGs, is not time limited and is open to the public and press.

The report of the last meeting is to be found elsewhere on this agenda. The next meeting is to be held on 30th June and because of the nature and role of this SIG, it is recommended that it be re-appointed, regardless of any decisions taken in respect of the other SIGs.

The Tenants’ Panel have submitted the name of a reserve member. The Executive may wish to consider whether it would be helpful to have a reserve Councillor member on the SIG.

(ii) Godalming Leisure Needs (7 Waverley) (26.2.03)

(iii) East Street, Farnham Regeneration (4 Waverley) (31.7.02)

(iv) Waste Management Review (8) (3.3.03)

(v) Local Plan (inc Milford Hospital Supplementary Planning Guidance (SPG) (8) (21.1.03)

(vi) Planning Services (8) (10.10.02)

(vii) Cultural Strategy (5 Waverley) (19.2.03)

(viii) New Constitution (8) (27.3.03)

(ix) Dunsfold Aerodrome SPG (10) (yet to meet)

(x) Hindhead SPG (8) (yet to meet)

If any names for memberships of SIGs are received prior to the meeting, these will be separately circulated. However, it may be felt that having decided which (if any) SIGs should continue in 2003/04, the actual memberships could be determined at the Executive meeting on 23rd June.

Recommendation

The Executive is recommended to review the above named Special Interest Groups and to consider the re-appointment of those it decides are still needed in 2003/04.

18.2 New Constitution SIG Recommendations (see (viii) above)

For Determination

18.3 Joint Negotiating Committee (JNC) for Pay and Conditions - Employers Negotiating Team (6)

To appoint the Members of the Employers’ Negotiating Team whose role is to conduct negotiations with the staff through the Waverley Joint Negotiating Committee for Pay and Conditions and all matters concerning local pay and conditions of service. The meetings of the Joint Negotiating Committee are usually held in November/December each year. The Employers’ Negotiating Team in 2002/03 comprised 6 members, 4 Conservative and 2 Liberal Democrats plus a reserve (Labour).

If any names are submitted by the Group Leaders before the meeting, these will be separately circulated.

Recommendation

That the appointment of members to the Employers’ Negotiating Team for 2003/04 be determined.

Background Papers (CEX)

Letter to Group Leaders dated 06.05.03.

19. APPOINTMENT OF REPRESENTATIVE ON SURREY LOCAL GOVERNMENT ASSOCIATION (SLGA) AND NOMINATIONS TO OTHER BODIES
[Wards Affected: N/A]
The Council is entitled to appoint one representative plus a reserve to serve on the Surrey Local Government Association (SLGA). These appointments should be made at this meeting as all nominations are required to be submitted by 4th June. In 2002/03, the Council was represented by the Leader, Mr P D Harmer with the Deputy Leader, Mrs P M Frost as reserve. This year, Mr C C E Slyfield and Mr S D Edge (reserve) have put their names forward.

Appointments to a number of external bodies for which the Surrey Local Government Association is responsible are reserved to District/Borough Councils on a rota basis. Waverley is able to nominate one candidate (unless otherwise indicated) for consideration for appointment on each of the bodies listed below. (Names of nominees to be submitted). The Conservative Group has indicated that it will not be putting any names forward on this occasion.

Recommendation

It is recommended that the appointment of the Borough Council’s representative (and reserve) on the Surrey Local Government Association in 2003/04 be determined and that any nominations for consideration for appointment by the Association to the bodies indicated above also be determined.

Background Papers (CEx)

Letter from SLGA dated 25.4.03 and letters to Group Leaders dated 14.05.03.

20. REPRESENTATIVES ON OTHER KEY OUTSIDE BODIES
[Wards Affected: N/A]

It is proposed that the following appointments to key outside bodies be determined at this meeting. The remaining appointments to outside bodies will be dealt with at the next meeting on 23rd June. Where names have been submitted, these are shown in brackets:

Local Government Association Rural Commission
(1 + 1 nominated substitute + 1 observer (non-voting)) (Mr C C E Slyfield; Mr S D Edge - reserve)

South East England Regional Assembly (SEERA)
(1 + reserve) (Mr C C E Slyfield; Mr S D Edge - reserve)

South East Employers
(1 + reserve) (To be advised)

Farnham Youth Project:
Management Committee (1) (To be advised)
Trust (1) (To be advised)

Surrey Sport
(1) (To be advised)

First Step Housing Company
(2) (To be advised)

The Borough Council representatives on the Local Committee for Waverley (SCC) were appointed by the Council on 20th May and in the past that Committee has set up various Task Groups. Should it be necessary to nominate to any of these, this will be reported and should there be any other unforeseen urgent appointments to be made, these will also be reported.

Recommendation

That appointments to the above named bodies be determined.

Background Papers (CEX)

Letters to Group Leaders dated 8.5.03
Letters from Surrey Sport dated 20.2.03 from South East Employers dated 01.05.03 and from SEERA dated 06.05.03.

21. TREASURY MANAGEMENT - BORROWING AND INVESTMENT TRANSACTIONS AND PERFORMANCE MEASUREMENT
[Wards Affected: N/A]

That the report on this matter be accepted.

22. REPORT OF THE MEMBER/TENANTS’ SPECIAL INTEREST GROUP
[Wards Affected: N/A]

To receive the report at Appendix O

23. ACTION TAKEN SINCE LAST MEETING

To note any decisions taken by the Chief Executive after consultation with the Chairman and Vice-Chairman since the last meeting. The Register of Decisions will be laid on the table half an hour before the meeting.

24. EXCLUSION OF PRESS AND PUBLIC

To consider the following recommendation on the motion of the Chairman:

Recommendation

That pursuant to Procedure Rule 20 and in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following items on the ground that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during the item(s), there would be disclosure to them of exempt information (as defined by Section 1001 of the Act) of the description specified in the appropriate paragraph(s) of Part 1 of Schedule 12A to the Local Government Act 1972.

25. PROPOSED SALE OF FREEHOLD, PREMISES IN WEYBOURNE ROAD, FARNHAM
[Ward Affected: Farnham Weybourne
and Badshot Lea]
To consider the report at (Exempt) Appendix P.

26. ANY OTHER ISSUES TO BE CONSIDERED IN EXEMPT SESSION

To consider matters, if any, relating to aspects of any reports on the agenda which, it is felt, may need to be considered in exempt session.

For further information or assistance, please telephone Robin Pellow,
Head of Committee and Member Services on extension 3222 or 01483 523222.
comms/executive/2003-04/002